[Stonehenge]

I was surprised to see how many items I had to discuss for this first ever meeting. I'm going to bring coffee, donuts, explain what the meeting is for, how often we'll meet, what kinds of things we'll go over....

Then we'll go over stuff.

One of the things I'll be showing them is our new 'project pack' - a 3-ring binder for each project, with name, address and phone of the client, a map to the site, the contract (w/o prices or terms), the design, a list of the tools/materials required for the project. It'll also have a zip-lock style bag for a few pens/pencils, and another for all tickets/receipts for the project.

The folder will stay with that foreman until it's complete, and when it is he'll turn it in and get a new folder with the next project info in it.

This is a first draft of this idea, but am hopeful it will results in a bit more oganization (no more forgotten tools or lost designs).

[BRL]

Good luck! Hopefully the staff retains the info & uses it well.

I am working on a similar thought as far as the project binder & I'm glad you posted it. I've been working on at least different check lists for different types of jobs (ie hardscaping vs a shrub bed vs a landscape clean up, etc.) because we've been forgetting 1 or 2 key tools or items that we needed on some days. Being small & doing various things we don't load the same equipment each day or for each job, so I'd like to get myself more organized that way. Then I will probably steal your idea with the binder for larger projects that I get into, which should help greatly. I already do this with the snow part of the biz, but haven't been smart enough to do the same in the summer

[Stonehenge]

Maybe these tool lists will help you - I've got a few more lists to make, but these are the biggies for us:

[Stonehenge]

That was the Standard Tool Set - goes out with every project.

This is Hardscapes (added to, not in place of, standard tool set)

[Stonehenge]

Softscape Tool Set:

[Stonehenge]

Seed/sod:

[scl]

You've got to forgive me , Jeff, but the first impression in my mind was the teacher from Ferris Buehler's Day Off. "And what tools will we be taking, anyone, anyone? Sorry! DO you have all these tools in a job trailer that they take or do they have to check them out and carry them loose? Good to hear the new management strategy is going according to plan.

[Stonehenge]

They don't have to check them out and check them in. This is in no way intended to be a way to track tool usage or breakage. It's a tool to make us more efficient and effective. The forms are to force me to think through the project step by step and make note of any specialty tools we might need, and the forms are a tool for the crew, so they can be sure they have everything they need to do a job, along with notes about the design, etc.

I like the idea of getting a 20K#+ trailer to have an enclosed portion, and a portion where a skid steer can ride, but at the moment that won't work for us. And a smaller trailer simply would not be able to hold all of the tools we'd need for any given job. Plus a smaller trailer would necessitate 2 trailers - one for tools, one for skidder.

We have a tool rack on the trucks to hold the general hand tools, but all specialty stuff, compactors, saws, etc, are either strapped onto the trailer for transport, or ride in the truck.

In time I imagine this folder will evolve into our method for job tracking as well - materials, man-hours, etc. But we've got to start somewhere.

The guys seemed to like the idea of the Project Pack - they have an earnest interest in doing a good job. I just need to get out of the way and let them.

[Paul]

I know that your changing things around some, what size crews are you running? How many trucks go to each job? We have found that equipment (skid loader, or tractor ) go to the job the night before, that way the truck can bring a hardscape trailer, or other special equipment with it. I feel that a dedicated enclosed trailer will make life easier and simpler for your crews. We found that having more equipment on site can get you thru a job without having to worry about break downs or equipment shortage.

[Stonehenge]

Who brings the equipment the night before? The same crew that is working the next day, or a dedicated transport person?

For a larger project (that would take 1+ weeks) that sounds feasible, but for the mainly 1-5 day projects that we tackle, that just sounds like two trips that could be handled in one, if the tools were loaded into the truck.

When we have the space and a little more disposable $$, there's a large masonry outfit in town whose setup I want to emulate - smaller dump body trucks pulling a large trailer that has what looks like a 6x12 enclosure, but still has room on the back of the trailer for a skid steer.

Crew size - without me, we have 4 guys. Sometimes all 4 are on a project, sometimes 2 and 2. We're too late into the season to try to bring anymore on, though I'd like one more guy. How many trucks go to a project? - if 4 guys, 2 trucks. If 2 guys, 1 truck (in general).

I got an unsolicited email from a receiver body company in Wisconsin - I asked them to stop in here and have a look around - they may have options to consider as well.

[scl]

What you say makes sense. I went ahead a couple of years ago and bought an enclosed trailer for all my stuff, minus skid. Big old rolling billboard. But, its nice having your conceivable as well as your inconceivables all on site. I like the checklist idea though, I think more for the idea of less trips for purchases, such as glue, or snap edge, or spikes.... makes you think ahead. Might have to reconoiter this idea some LOL.

[Paul]

We use one person to transport equipment, and material to sites. Just makes things easier. If your sending out two trucks then you shouldn't have any problems with 2 trailers, unless it's a hydroseed job. We tried the list thing about 4 years ago, found out that standard tools stay on the trucks, special tools stay in the trailers, every thing in it's place and nothing gets forgotten.

[Stonehenge]

SCL, you're on it. One of the things that drove me nuts was (and still is) forgetting a can of mixed gas for a cutoff saw. Do this enough times, far enough from the shop, and you have 15 gas cans (need any gas cans? :P ). Adhesive, too.

Paul, I can see an advantage to a dedicated transport person - only one CDL needed. And certainly, having everything on site would be easier than having to think about who gets what on which day.

[jwholden]

Do you enclosed trailer guys leave the trailer on site for the duration of the job or bring it back every night?

I am starting to ponder the enclosed trailer idea because I love the concept of not having to load up the truck every day and having more breathing space in the garage. However, I also think it could be a bit cumbersome on some of the smaller jobs.

[Will Pacala]

When you have a trailer thats enclosed the outside is like a smal billboard with your name on it. If you leave it there more people will see it. The only bad thing is that it could get stolen. I have seen guys take 2 of the 4 tires off before they go and put them on when the job is done. during the job it's on jacks. This trailer now cannot be stolen.